How to Create a Fair Laptop Fresh Policy

Providing employees with dependable, high-performance laptops is essential for maintaining productivity. But managing the repetitive process of replacing outdated devices often leaves HR cycling through replacements to keep teams properly equipped.

Without a clear standard for how replacements are handled within a business, HR, People Ops, IT, and Finance are left juggling unclear expectations, frustrated employees, and one-off requests that disrupt budget planning. Ad hoc approaches also create operational strain: uneven device performance, more support tickets, and unpredictable hardware costs.

A clear refresh policy eliminates the guesswork by specifying when laptops should be refreshed, which roles qualify for earlier replacements, and how device performance and age are evaluated. With a robust framework in place, businesses can move from reactive fixes to a predictable, scalable process.

This guide walks you through the key steps to building a fair, scalable laptop refresh policy.

Step 1: Assess organizational needs and constraints

Before setting your laptop refresh cycles, take time to understand how your teams work and the tools they rely on most.

Why this step matters

A thoughtful assessment ensures your refresh policy aligns with real operational needs rather than assumptions. It helps you:

• Design a policy that fits your workforce: Skipping context can lead to standards that fail to account for role and regional needs
• Avoid operational and financial surprises: Inaccurate data often results in delays, misallocated devices, or unplanned spending
• Improve planning across teams: When everyone works from the same baseline, HR, IT, and Finance can forecast refresh needs and budgets with confidence

Managing distributed or remote teams? Download our free IT policy template to control costs.

How to gather the right information for your refresh policy

To build a refresh policy that reflects reality, you need a structured way to collect the information that will guide your decisions. Here is how to do that:

• Confirm what information you need: Decide upfront which workforce, device, budget, and regional details are essential for designing the policy
• Align the right internal teams early: Bring HR, IT, Finance, Legal, and regional managers into the process so decisions are coordinated from the start
• Create a simple data-gathering workflow: Assign who is responsible for collecting each piece of information and set deadlines to keep the project on track
• House all data in one place: Unify collected data so stakeholders can rely on a single source of truth
• Summarize your key findings: Convert the insights into a short brief outlining constraints, role needs, and budget realities to guide later steps

Your assessment checklist: what data you need before building your refresh policy

Use this checklist to confirm you have all the information needed to build a refresh policy that actually works in practice.

Read also: How to Create a Secure IT Policy: A Complete Guide [+Template]

Step 2: Define the standards that make a policy fair and consistent

Next, you will need to put standards in place that guarantee fairness and consistency for every employee, regardless of their role or location.

Why well-defined policy standards matter

Establishing clear refresh standards ahead of time is essential for several reasons. Here are the most important ones:

• Promotes consistency across teams and regions: Well-defined standards ensure refresh decisions are applied fairly and uniformly throughout the organization
• Aligns device decisions with job requirements: When hardware allocations are based on role needs rather than preference, employees see the process as more objective and equitable
• Minimizes confusion around replacement eligibility: Outlining when a device qualifies for replacement helps employees and IT avoid uncertainty, disputes, and inconsistent interpretations

How to set effective policy standards

To set effective policy standards, you’ll need to define clear, objective rules that can be applied consistently across roles and regions. The following steps will help guide you:

• Clarify the purpose and scope of your refresh standards: Define what the standards aim to achieve (e.g., fairness, consistency, and predictable costs) and how they apply across your workforce.
• Create 2–4 device tiers based on job type: Group roles into performance tiers (e.g., engineering, design, business/operations, light-use roles) so each group receives hardware aligned with workload demands
• Set minimum performance requirements: Define baseline expectations (e.g., battery health must be 80%+, supported OS versions, and required processing power) so device eligibility is clear and measurable
• Assign refresh cycles to each tier: Base replacement intervals on the workload intensity and tech demands of each role (e.g., 2–3 years for engineering or creative roles, 3–4 years for standard business roles), ensuring timelines are predictable and tied to job needs
• Define early-replacement triggers: Identify circumstances that justify replacing a device ahead of schedule, such as battery health dropping below 70%, repeated failures within six months, or incompatibility with required software
• Set employee notification timelines: Define when employees will be informed about upcoming refreshes (e.g., 90-, 60-, and 30-day notices) so expectations are consistent and clear
• Explain end-of-life handling expectations: Include high-level rules for refurbishment, redeployment, and recycling so employees understand what happens to their devices after replacement

Find out also how to choose IT equipment for any role.

Step 3: Standardize the laptop catalog

A key component of a fair and predictable refresh policy is using a standardized laptop catalog that defines which laptops are approved for each role or tier.

Why standardizing your device catalog matters

Standardizing your laptop fleet is a critical part of building a clear and scalable refresh policy. Here is why:

• Consistent experience for employees globally: Standardized, pre-vetted laptops simplify onboarding and ensure teams receive reliable, compatible hardware without delays or mismatched equipment
• Simpler IT support and troubleshooting: With fewer device models in circulation, IT can diagnose issues faster, reduce ticket volume, and streamline repair and replacement workflows
• Improved cost efficiency: A focused catalog enables predictable pricing, stronger vendor negotiation, and more accurate budgeting for Finance and IT
• Reduced operational complexity: Limiting laptop options eliminates unnecessary exceptions and keeps procurement, replacement, and refresh decisions straightforward across regions

How to standardize your laptop catalog

To standardize your device catalog, consider the following best practices:

• Choose 2–3 laptop models per tier: Select a small set of models that reliably meet the performance needs of each tier, reducing complexity while ensuring employees get the right tool for the job
• Evaluate long-term durability and OS stability: Prioritize devices with strong 3–5 year durability and predictable OS/security update timelines to support multi-year refresh cycles
• Select devices with strong global availability and repair networks: Avoid region-specific models and choose ones supported by worldwide inventory and service centers to minimize delays and prevent downtime across regions
• Set accessory standards for each tier: Define the essential accessories each role needs (e.g., such as larger monitors for designers, travel-friendly chargers for sales, or external webcams for customer-facing roles)
• Pilot test devices with real users before rollout: Have a set of employees test-run devices to validate performance, compatibility, comfort, and durability in real workflows

Discover the best laptops for remote workers in 2026 and the best IT accessories for boosting employee productivity.

Step 4: Create a global procurement and logistics framework

Once you’ve defined your refresh criteria and standardized your device catalog, the next step is to establish an effective global procurement and logistics framework. This is especially important for remote and distributed teams, where shipping devices across regions is the norm.

Why setting up an effective global procurement and logistics framework matters

The practical logistics of procuring new devices and retrieving old ones are a core part of making any refresh policy work in a global organization. Here is why:

• Device delays disrupt refresh cycles and frustrate employees: Late deliveries during scheduled upgrades or replacements stall productivity by forcing employees to work longer on failing or outdated devices
• Poor coordination leads to unnecessary back-and-forth: When procurement, shipping, and returns are not synchronized, IT, HR, and Finance spend time chasing updates and resolving avoidable issues
• Limited tracking visibility causes confusion and delays: Without insight into where devices are in the shipping or return process, teams struggle to plan replacements accurately and keep refresh cycles on schedule
• Reliable logistics maintain consistency across regions: Predictable delivery and retrieval workflows ensure employees receive upgraded devices on time, regardless of location

Learn about the top IT procurement challenges faced by employers and how to solve them.

How to implement a global procurement and logistics framework that promotes efficacy

Building an effective global procurement and logistics strategy takes coordination and planning. You may want to consider the following approaches to get started:

• Clarify ownership across teams: Define whether central IT or regional teams are responsible for procurement, shipping, customs handling, and retrieval, so workflows stay consistent
• Select reliable vendors with predictable lead times: Choose suppliers and logistics partners that offer consistent delivery windows, strong international coverage, and dependable return workflows
• Set clear delivery expectations based on real performance data: Use vendor SLAs and past delivery times to define realistic timelines (typically, 5–10 business days for standard shipments and 48–72 hours for urgent replacements)
• Map customs and tax requirements by country: Identify regions with added import steps, documentation needs, or higher duties to avoid delays and unexpected costs
• Maintain a minimal, strategic spare stock: Keep one spare laptop per 25–40 employees in regions with longer lead times to reduce downtime during unexpected failures
• Centralize tracking and visibility: Maintain one source of truth for all device movements to enable accurate forecasting and smoother refresh cycles.

Read also: IT Asset Tracking: A Complete Guide to Smarter Device Management.

Step 5: Establish offboarding, retrieval, and device reuse protocols

A laptop refresh policy should outline how old devices are retrieved during both scheduled upgrades and offboarding, ensuring assets return to IT instead of being lost or replaced unnecessarily.

Why effective retrieval and reuse protocols matter

There are several important reasons for HR and People Ops teams to define retrieval and reuse protocols during the refresh-policy planning process:

• Consistent workflows reduce errors and bottlenecks: Clear, pre-defined steps keep everyone aligned and prevent delays caused by confusion or miscommunication
• Reliable device recovery prevents unnecessary replacements: Ensuring devices come back after refreshes or offboarding reduces avoidable hardware purchases
• Structured offboarding protects data and minimizes risk: Defined return workflows ensure devices are securely wiped, reducing compliance exposure and security gaps
• Predictable device returns speed up onboarding: A steady supply of returned devices allows IT to refurbish and redeploy hardware quickly for new hires or role changes

How to establish strong retrieval and reuse protocols

There are several actions you can take to implement a structured retrieval and reuse process from the get-go:

• Create a clear return workflow: Provide employees with prepaid shipping materials, clear steps, and a firm return window (e.g., 7–10 days) to ensure returns are consistent and predictable
• Apply secure data-wiping standards before reuse: Use certified data-erasure protocols so all returned devices are safely wiped before refurbishment or recycling
• Categorize returned devices according to condition: Classify hardware as suitable for reuse, in need of repair, or ready for recycling, helping maximize device use, limit waste, and maintain quick turnaround
• Redeploy newer devices: Reuse devices under roughly 3.5 years old for interns, contractors, or short-term roles to extend hardware lifespan and reduce new procurement needs
• Adapt retrieval processes to regional needs: Offer prepaid labels, courier pickups, or local drop-off options to streamline returns for remote or international employees and avoid delays

Read also: Want to Reduce IT Costs? Try These 5 Device Reconditioning Strategies

Step 6: Communicate and reinforce your refresh policy with employees

Clear communication is easy to overlook, but it’s essential for making sure employees know what to expect during a refresh cycle and what actions they need to take.

Why clear communication matters

When it comes to a multi-team process as complex as a device refresh, clear communication can be the difference between a successful rollout and a confusing experience for employees. Here is why:

• Consistent messaging keeps teams aligned: Ensuring HR, IT, People Ops, and other relevant teams are fully informed about their responsibilities helps the refresh process move smoothly and stay on schedule
• Setting expectations upfront reduces confusion and delays: When employees know timelines and required actions, refresh cycles stay on schedule
• Well-defined instructions lower support volume: Clear, accessible guidance prevents avoidable questions and last-minute issues that otherwise create extra work for HR or IT
• Transparent explanations build employee trust: When employees understand how refresh decisions are made, the process feels fair and predictable

How to communicate your refresh policy effectively

Here are some actions you can take to ensure your workforce is well-informed and ready for each step of the refresh process:

• Publish an easy-to-understand policy overview: Share a simple summary of how the refresh process works and what employees need to do at each stage
• Explain why different roles receive different devices: Being transparent about how device tiers relate to job demands helps employees feel informed and avoids fairness concerns
• Include device education in onboarding: Teach new hires how long devices typically last, how to care for them, and what the refresh process looks like
• Automate notifications to keep employees updated: Use automated tracking, delivery, and return reminders instead of manual follow-ups

Find out how to offboard devices in hard-to-reach places.

Step 7: Evaluate policy outcomes and refine it over time

Creating a refresh policy is just the first step. Regularly collecting data and employee feedback will help you evaluate how the policy performs over time and make the adjustments needed to keep it effective.

Why continuously reviewing and refining your policy matters

Regularly reviewing and updating your refresh policy is important for several reasons:

• Identifies when business needs shift: Changes in company size, structure, or growth pace may require different refresh timelines or device tiers to keep teams properly equipped
• Evolving employee expectations: As roles change or new workflows emerge, reviewing the policy ensures devices still meet performance needs and support productivity
• Keeps pace with new tools and technology: Advances in software, security requirements, or hardware capabilities (e.g., increasingly processor-intensive AI workloads) may require updates to refresh cycles or device standards
• Long-term trends in performance and cost: Regular assessments help reveal whether current refresh cycles are cost-effective or require recalibration

How to track performance and reassess your refresh policy

Even the best refresh policy needs regular review. Here’s how to ensure updates reflect real data and actual employee needs:

• Track performance trends by device age: Monitor when devices typically slow down or experience failures (e.g., performance dips after year 2 or hardware issues after year 3) and adjust refresh timelines accordingly
• Collect employee feedback after refreshes: Survey employees early on for setup and initial performance insights, then conduct periodic check-ins to assess long-term device usability and evolving role needs
• Monitor logistics reliability across regions: Identify countries or regions where delivery times consistently exceed expectations and adapt timelines or partner workflows to maximize efficiency in those locations
• Reassess device tiers and catalog annually: Update device specifications, role tiers, and available models based on performance data, employee feedback, and changes in software or hardware requirements
• Reevaluate vendor performance and pricing every year: Review delivery reliability, repair turnaround times, and total cost trends to ensure your suppliers continue to meet service expectations and budget targets

​​See also: Want to Reduce IT Costs? Try These 5 Reconditioning Strategies

Streamline your device refresh cycle with Deel IT

You’ve built your laptop refresh policy; now you need a way to implement it. Deel IT delivers an end-to-end solution for managing your device lifecycle from a single platform

Here is how:

• Deliver IT equipment globally without any cross-border hassles: Ship laptops and accessories to employees in 130+ countries worldwide, with customs, taxes, and local logistics fully handled
• Standardized device fleet: Choose equipment from a 240+ item catalog to match your organization’s performance, security, and budget requirements
• Track all your devices from a single dashboard: Monitor devices, warranties, and refresh cycles in one unified dashboard, ensuring clear oversight and fewer surprises
• Streamlined repairs and replacements: Manage repairs and replacements through our local partners, reducing downtime and keeping employees productive
• Seamless and compliant offboarding: Worry-free data erasure, device retrieval, and refurbishment, ensuring assets stay secure and accounted for

Book a demo to explore Deel IT.